CITY CLERK
The City Clerk is elected to a four-year term, as are all elected oficials of the City, and serves the City on a part-time basis. The Clerk's Office is a fully functioning department within the City's organizational structure, operating under the direction of the elected City Clerk.

The City Clerk is the official record keeper of the City and, as the City's Elections Official, oversees the conduct of general and special municipal elections, with operations managed by the Chief Deputy City Clerk/Records Management Officer.

CHIEF DEPUTY CITY CLERK / RECORDS MANAGEMENT OFFICER
The Chief Deputy City Clerk/Records Management Officer is appointed by, and serves at the pleasure of, the City Clerk. The Chief Deputy City Clerk/Records Management Officer acts on behalf, and at the direction of, the City Clerk in the oversight of daily operations of the Clerk's functions and supervision of the Clerk's staff, all of who are regular full or part-time City employees. Directives regarding the Clerk's Office operations and staff are the responsibility of the elected City Clerk.

CITY CLERK SERVICES
Primary duties of the City Clerk include:
Preparation and dissemination of public meeting agendas.
Recording and transcription of minutes and indexing of actions taken by the City
Council.
Execution and transmittal of all official documents related to City Council actions.
Conduct of municipal, general, and special elections.
Timely filing of financial and campaign disclosure statements by elected officials,
candidates, committees, and designated employees, pursuant to local and State
law.
Codification and maintenance of the Gardena Municipal Code.
Publication of legal notices.
Conduct of public bid openings.
Administering oaths/affirmations to City officials/employees.
Certification of official City records.
Providing notary services related to City business.
Processing the City's incoming and outgoing mail.
Responding to requests from the public, elected officials, and City staff.

RECORDS MANAGEMENT PROGRAM
The Chief Deputy City Clerk also serves as the City Records Management Officer and manages a centralized Records Management Program (RMP) for the safekeeping of all official City records. The RMP is developed pursuant to State law and City policy and dictates the retention period for timely destruction or transfer of active and inactive records of all City departments and functions. All records are indexed, microfilmed, scanned, and/or digitally stored onsite or offsite based on appropriate retrieval and legal retention needs.

ELECTIONS
General Municipal Elections are held regularly in March of odd-numbered years, with special elections held as legally dictated. The Clerk's Office is responsible for the proper application of State Election Code requirements governing the conduct of elections, commencing with the calling of the election by Council resolution through and concluding with the official canvass and certification of election results. Specific duties include the coordination and monitoring of the required filing of related financial disclosures by candidates, their committees, and ballot measure committees, as mandated by law and administered by the Fair Political Practices Commission. The Clerk's Office is also responsible for administering the filing of recall, initiative, referendum, and annexation petitions, and provides election support to Los Angeles County, Los Angeles City, and various special districts when requested.

PUBLIC SERVICE GOAL: To enhance services related to information accessibility, records management, and local government processes consistent with technologic innovations and customer-first protocols that maximize public confidence in government resources.

MAJOR ACCOMPLISHMENTS IN 2005-2006

City Clerk Services
Re-organized internal operations with the hiring of a full-time Administrative Secretary
and part-time secretary.
Revised the City's annual fireworks permitting ordinance to transfer permit processing
to Administrative Services.
Maintained City Clerk's web page with current City Council agendas, minutes, ordinances, resolutions, legal notices, forms, and other informative data.
Maintained, updated, and published the electronic Municipal Code
to develop and edit proposed ordinances.

Records Management
Worked with the IT Division to implement a records scanning, indexing, and query
system for organization-wide records storage.
Using support of grant funded and part-time staff, indexed active records and identified and prepared obsolete records for destruction.
Processed requests to destroy City records pursuant to the City's Records
Management Program and retention schedules, and modified Department retention
schedules as needed.

Elections
Assisted Los Angles City and County with local polling places and poll worker training classes.